A Xerox multifunction printer (MFP) can print, copy, scan and send documents from one machine. For a busy office, that one machine can replace several devices and cut down on wasted steps. But with so many models available, it is easy to pick one that is too big, too small or missing a feature your team needs.
At Automated Business Machines (ABM), we now carry Xerox, and our catalog includes about 280 Xerox models. We are locally owned, based in Columbus, Georgia, and have served Georgia businesses since 1991. This guide walks through the choices that matter most, so you can narrow the list before you talk to anyone.
Start With How Your Office Really Works
Before you look at a single model, look at your own work. A quick review of how your team prints, copies and scans will make every other choice easier.
Ask yourself:
- How many people share the machine?
- Do you print mostly short documents or long reports?
- Do you scan paper files into your computer system?
- Do you print on special paper, like card stock or labels?
- Does your team work from the office, from home or both?
Write down your answers. They are the best guide you have.
Volume and Speed
Volume is how many pages your office prints and copies in a month. Speed is how many pages a machine can produce per minute. These two numbers work together.
A small team that prints a little each day does not need a machine built for a print shop. A busy office with many users needs a faster machine with a stronger engine and larger supply capacity. If you buy a machine that is too small, it will wear out sooner and slow people down. If you buy one that is far too large, you may pay for power you never use.
Check your meter reads or past supply orders to estimate your real monthly volume. If you do not know it, we can help you figure it out. Xerox offers models for light, medium and heavy workloads, and we can match one to your numbers.
Color or Black and White
Color is not just for marketing teams. Many offices use it for proposals, charts, floor plans, forms and training materials. Others print almost everything in black and white and only need color once in a while.
Think about these points:
- Color machines can print in black and white too, so you are not locked in.
- Color supplies and color pages usually cost more to run than black and white pages.
- If only a few people need color, a smaller color machine for them may be smarter than one large color machine for everyone.
A black and white MFP is often a good fit for invoices, letters and internal paperwork. If your team prints client facing documents, color can make them look more polished.
Scanning and Workflow Features
Scanning is where an MFP can save the most time. Instead of walking paper to a desk and retyping it, your team can scan once and send the file where it needs to go.
Look for these features:
- Scan to email: Send a document straight from the machine to a coworker or client.
- Scan to folder: Save files to a shared folder on your network.
- Scan to cloud storage: Send files to the online storage your team already uses.
- Automatic document feeder: Scan or copy a stack of pages without placing each one on the glass.
- Two sided scanning: Capture both sides of a page in one pass.
- Searchable PDFs: Turn paper into files you can search by word.
If your office handles lots of paper files, such as medical, legal, accounting or HR records, a faster document feeder and good scan workflow tools are worth the attention. Ask what is built into the model and what is optional.
Paper Handling and Finishing
Paper handling is easy to overlook until it becomes a daily annoyance. It covers how much paper the machine holds, what sizes it takes and how it handles a job once it is printed.
Paper Trays and Sizes
More trays mean fewer refills and room for different paper types. One tray can hold letter paper, another can hold legal and another can hold letterhead. If you print on envelopes, labels or heavier stock, make sure the model can handle them through a bypass tray or a dedicated drawer.
Finishing Options
Finishing is what the machine does after printing. Depending on the model, finishing can include:
- Stapling
- Hole punching
- Sorting and stacking
- Booklet making
- Folding
If your team builds packets, handouts or board books, a finisher can save hours of hand work over a year. If you mostly print single pages, you can skip it and keep things simple.
Security Features
Copiers and MFPs store and send sensitive information. Think about what passes through yours: payroll, client records, contracts and more.
Good security features to ask about:
- User login: Require a code or card before someone can print, copy or scan.
- Secure print release: Hold a job until the person who sent it is standing at the machine.
- Data overwrite or encryption: Protect information stored on the machine’s drive.
- Network controls: Limit who and what can connect to the device.
- Audit tracking: See who used the machine and what they did.
Security matters even more if you work in healthcare, finance, education, government or law. Tell us about your compliance needs and we will help you look at the right options.
Cloud and Mobile Printing
Many teams no longer print only from a desktop computer. People print from laptops, tablets and phones, and some work from home or travel.
When you compare models, ask:
- Can staff print from a phone or tablet without extra software?
- Can the machine connect to cloud storage for scanning and printing?
- Does it work well on your office network and wireless network?
- Can your IT person manage settings from a central place?
The right setup depends on your network. This is where our managed IT services team can be a real help, because a printer that is set up well on your network causes fewer problems later. We can also look at print management tools such as PaperCut if you want to track and control printing by user or department.
Think About Managed Print Services
The machine is only part of the picture. Supplies, repairs, meter reads and replacement planning all take time. Our managed print services program is built to take that work off your plate.
With managed print services, we can look at your whole fleet, help you right size the equipment and keep an eye on supply levels and usage. For many offices, that means fewer surprise outages and a more predictable budget. If you have several devices from different brands, we can look at them together.
Buy, Lease or Rent
How you get the machine matters too. You can buy it, lease it or rent it. Each path fits a different situation.
- Buy if you want to own the equipment and plan to keep it for years.
- Lease if you want to spread out the cost and refresh equipment on a schedule.
- Rent if you need a machine for a short project, an event or a temporary location.
We hear from businesses searching for a Xerox copier lease in Atlanta, and we serve metro Atlanta along with Columbus, Macon, Augusta, Savannah and East Alabama. We do not have an Atlanta office, but we can talk through lease terms and what fits your business.
What Drives the Cost of a Xerox MFP
We only quote, and we do not publish prices, because the right answer depends on your needs. These are the main things that shape a quote:
- The speed and size of the machine
- Color or black and white
- Finishing and extra paper trays
- Security and workflow features
- Whether you buy, lease or rent
- The length of your agreement
- Your expected monthly page volume
- Service and supply coverage
The more clearly you describe your office, the more accurate your quote will be.
Service After the Sale
Buying a copier is the start of the relationship. Our technicians have an average response time of 4 hours, and they repair all makes and models, whether or not you bought them from us. If something goes wrong, you can request service online or call our office.
A Simple Checklist Before You Choose
Bring these notes to your first conversation:
- Your estimated monthly page volume
- The number of people who will use the machine
- Whether you need color
- The scanning and workflow tasks you do most
- Paper sizes and finishing needs
- Security or compliance requirements
- How your team prints from phones and laptops
- Whether you want to buy, lease or rent
Then browse our equipment catalog to see the range of Xerox models and other brands we offer. It is a good way to get a feel for what is out there before we help you narrow it down.
Talk to Automated Business Machines
Choosing a Xerox MFP does not have to be confusing. Tell us how your office works, and Automated Business Machines will help you find a machine that fits your team, your space and your budget. Call us at (706) 940-6942 to get started.
Frequently Asked Questions
How do I know what size Xerox copier my office needs?
Start with your monthly page volume, the number of users and the types of jobs you run. Light users can choose a smaller machine, while busy teams need faster speeds and larger paper capacity. If you are unsure, we can review your past usage and recommend a Xerox model that fits your workload.
Can ABM help with a Xerox copier lease in Atlanta?
Yes. We serve metro Atlanta, along with Columbus, Macon, Augusta, Savannah and East Alabama. We do not have an Atlanta office, but we can talk through leasing options, review your needs and provide a quote. Lease terms depend on the machine, your volume and the length of your agreement.
Do you service Xerox machines you did not sell?
Yes. Our technicians repair all makes and models, whether or not the equipment was bought from us. We also support Sharp, Toshiba and Lexmark copiers and multifunction printers. Our technicians have an average response time of 4 hours, and you can request service online or by phone.
What security features should a Xerox multifunction printer have?
Look for user login, secure print release, data encryption or overwrite, network controls and audit tracking. These help protect documents that are printed, copied, scanned and stored on the machine. If your business has compliance rules, tell us up front so we can help you choose the right options.